The problem it solves

Every freelance designer knows the feeling — someone fills out your intake form, and suddenly you're the bottleneck. Writing follow-ups, sending confirmations, drafting reminders, chasing proposals. The work before the work.

I built the Client Intake Agent to handle all of it.

What it does

A 9-step automated pipeline that runs from the moment a lead submits an inquiry to the moment they receive a proposal — with the right things automated and the right things kept as drafts for human review.

→ New intake submission → agent drafts a branded Gmail follow-up with portfolio examples matched to the client's service request → Lead books a call → confirmation email auto-sends instantly → Day before the meeting → reminder auto-sends at 7am → After the call → agent drafts the proposal, contract, and deposit invoice when you're ready

Why it's reusable

The agent is built as a template — not tied to one person's data. Anyone can duplicate it, swap in their booking link, populate their portfolio database, and run the same workflow in under an hour. The instructions include a full constants block, defined status values, and copy-paste prompts to get started immediately.

Judging criteria — how this entry maps

— Clarity of use case: Freelance designer, client intake, first inquiry to signed proposal — Quality of instructions: Step-by-step pipeline, named triggers, send rules, guardrails, status definitions, and fallback logic — Reliability and safety: Human review on every client-facing email except confirmations and reminders — where timing matters and content never changes — Impact: Eliminates the highest-friction part of freelance ops — the first 72 hours after a lead reaches out — Craft: Branded emails, STAR-format portfolio database, placeholder links for DocuSign and QuickBooks, and a clean setup guide anyone can follow

Links

— Custom Agent: https://www.notion.so/agent/3352d5cd-4ef4-80a1-a3d6-009263fd916f — Marketplace listing: https://www.notion.so/marketplace/custom-agents/client-intake-agent (in review)

I built FlowLancer — My End-to-End Autonomous Freelance AI Agent As a freelancer, I was spending way too many hours on admin work — managing clients, proposals, time tracking, invoicing, and follow-ups. So I created FlowLancer, my custom AI agent in Notion that handles almost all backend operations automatically.

Here’s what it does for me: • Processes new client emails and turns them into proper projects + proposals • Creates my daily plan every morning with prioritized tasks • Logs time automatically when I tell it • Tracks project progress and creates next tasks • Prepares invoice drafts when milestones are complete • Sends polite payment reminders • Gives me a full weekly summary every Sunday

Now I spend 90% of my time on actual client delivery work instead of operations. 🔗 Agent: FlowLancer